Field Admin Assistant

Field Admin Assistant

Location: Bargachhi – 1, Bardibas, Mahottari, Nepal

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Employee Contract Type:

Local – Fixed Term Employee (Fixed Term)
Job Description:

To provide administration, and logistics management support to the WVIN Field Office and ensure that administration and logistics are maintained properly. support for general office administration, Assets, warehousing, fleet management, and logistics arrangement for smooth field operation.

Major Responsibilities

• Receive incoming Purchase Requisitions for admin related expenses that are under Contract and/or does not require sourcing interventions such rent, water, electricity, ticketing, kitchen supplies, hotel booking and other similar requests.
• Manage office administrative functions (i.e. office utilities, insurance, vehicles tax renewal process, leave record and inventory management etc.)
• Ensure effective mobilization of drivers based on demand and need to move.
• Ensure effective management of office premises and good facility management.
• Receive documents and parcels handed over by courier services to staff/departments and maintain a courier register for all incoming and outgoing documents/parcels.
• Quality front services to all WVI Nepal staff and visitors.
• Support in facilitation and conducting events at Field Office level.
• Support supply chain in collecting quotation and maintain the records.
• Ensure WVI Nepal’s fleet is managed as per WV’s Road Safety and Fleet Management Handbook, WVI Nepal’s Fleet Management Guideline and Local Traffic Rules & Regulations;
• Maintain logbooks, which are checked every week. Driver records contain all fuel and maintenance costs in the logbook, indicating the reading on the odometer at the time of the expense
• Verify vehicle repair orders are complete and calculate the total overtime work hours of drivers.
• Coordinate and facilitate events/workshops/accommodation.
• Warehouses are managed well with periodic reports and reconciliation
• Receive Supplies in WVI Nepal warehouse after requester verifies the goods as per required specifications. Ensure that all commodities arriving at any given point, warehouse, and/or distribution centers are properly accounted for. Prepare, stamp/sign and file each document Goods Receipt Note/ similar documents.
• Coordinate with Field Offices and Partners to prepare a consolidated quarterly report of Warehouse stock-in-hand across all warehouses/storage facilities.
• Support asset management of Field Office and guide to field offices to establish system according to policy including asset verification, annual asset reconciliation, etc. as per asset management policy.
• Ensure office assets are verified, reviewed, and reconciled
• Office assets are timely disposed and prepare memos for asset disposal in alignment to asset management guideline
• Update Real Estate Asset Management (REAM) as and when needed and during time period specified by RO
• Monthly files are kept in a designated place
• The entire relevant documents are approved and verified in time before filing
• Retain all documents are stored as per audit standards.
• Increasing demonstration and understanding of and commitment to WVIN’s core value in approach to work and relationship.
• Work and life balance.
• Performance review completed and development goal achieved.
• Ensure WVI Nepal’s Drivers have a thorough understanding of WV’s Fleet management Handbook and all mandatory trainings are completed by the drivers.
• Participate in relevant trainings, take initiation in self-learning and growth.

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

Required Professional Experience

• At least 2 years’ experience in the administrative and logistic field, World Vision experience is preferred
• WVIN Admin, Procurement, Finance, Security policies and procedures, etc.
• Strong negotiation, interpersonal skills, organizational, administrative, and facilitation skills
• Strong knowledge of Procure-to-Pay processes
• Required education, training, license, registration and certification
• Intermediate or equivalent qualification in management, business administration, or related area

Preferred Knowledge and Qualifications

• Basic principles of administration, logistics, and warehouse management.
• Excellent computer literacy & skill in MS Office applications (Word/Excel/PowerPoint/internet etc.)
• Good command of English & Nepali languages (written & spoken)
• Able to articulate and communicate ideas well verbally and in writing
• Practical knowledge of administration, assets, and fleet management
• Understanding of World Vision Financial and Supply Chain System & procedures
• World Vision is committed to achieving diversity, as the diversity of our teams is critical to our overall success. WV welcomes applications from qualified professionals all over Nepal. Women, people with disability, and members from other marginalized groups are strongly encouraged to apply.
• Children and vulnerable adults who come into contact with WV as a result of our activities must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury, and any other harm. One of the ways that WVI Nepal shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates, in accordance to its Child and Adult Safeguarding Policy. WVI Nepal has zero tolerance to child rights’ violations, by employees and/or affiliates.

WVI Nepal reserves all rights to qualify/disqualify applications in any case.

People Culture and Governance Department

World Vision International Nepal

Applicant Types Accepted:

End Date: February 4, 2025